Premium Organization Administration

Administrators in a Premium Organization can:

  • Change an Organization’s name
  • View a full list of Organization MembersOrganization Members People in your Oragnization that have a shared company email domain. Read more & GuestsGuests Guests are people working in your Organization who do not share your company's email domain. Read more , along with their last activity
  • Deprovision Organization Members & Guests
  • Export Organization Member & Guest information
  • View a full list of TeamsTeams A team is a group of people in an Organization who are working together on a collection of projects. Read more , along with the ability to adjust their permission settings.
  • Require authentication via Google Accounts
  • Set password complexity requirements and force reset all passwords for Organization Members
  • Add/remove administrator status for Organization Members

Access Organization Settings

Access your Organization’s Settings

  1. Click your profile photo
  2. In the drop down menu, select Organization SettingsOrganization Settings Organization settings are preferences set by Administrators and affect all Organization Members. Read more

As the Administrator, you will find 5 tabs in the Organization Settings panel:

  • Settings
  • Members
  • Teams
  • Administration
  • Billing

Settings

From this tab, an Administrator can change the name of the Organization.

Members

From the Members tab, an Administrator can:

  • See a full list of people in the Organization
  • Identify whether each person is an Organization Member or Guest
  • View each person’s last activity
  • Remove people from the Organization
  • Export information about all Organization Members & Guests into a .CSV file

Export Members List

To export a Members list:

Select Request CSV to export your Members list as a .CSV file.

Deprovision someone from an Organization

The Administrator of an Organization can deprovision any Organization Member at any time.

If you’re an Administrator that wishes to remove someone who has left your company or revoke access so that they can no longer access your company’s projects and tasks in Asana, you can deprovision them from the Organization.

To deprovision someone from a premium Organization:

  1. Click your profile photo and select Organization SettingsOrganization Settings Organization settings are preferences set by Administrators and affect all Organization Members. Read more from the drop down menu
  2. Navigate to the Members tab
  3. Hover over the person’s name and select Remove
  4. Click Remove Access

When someone is removed from your Organization, the taskstasks Tasks are the basic unit of work in Asana. Tasks can represent any kind of work, break down work into smaller pieces, or store information. Read more , projectsprojects Projects are lists of tasks. Read more , conversationsconversations Conversations are how users communicate in Asana. Start a conversation on any project or team page. Read more , attachmentsattachments A file that is attached to a task or conversation. Read more and commentscomments Comment on a task or conversation to offer help, answer questions, and help move work forward. Read more the person created will remain intact.

You will see an undo option in case you decide against deprovisioning at the last minute.

Recovering a deprovisioned person’s assigned tasks

After you have deprovisioned someone from your Organization, a private projectprivate project Private Projects are visible to the Project Members only. Read more containing all of their previously assignedassigned The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more tasks will be created for you. This allows you to easily find and reassign any pending tasks the deprovisioned person has left behind.

You will be assigned a task with a link to a project containing the deprovisioned person’s assigned tasks.

Teams

The Teams tab allows Administrators to view a list of all TeamsTeams A team is a group of people in an Organization who are working together on a collection of projects. Read more within the Organization and each of their permission setting.

Click Edit to access that Team’s Settings.

Organization administrators can access any Team’s Settings within the Organization, regardless if they are a Member of the Team or not.

Administration

From the Administration tab, you can:

  1. Change the Administrators of your Organization
  2. Change the authentication requirement for Organization Members. Learn more here about these options here.

Once the export of the Organization is complete, the Administrator that requested it will receive an email to download the data as a .JSON file.

Billing

The billing owner can make changes in this tab of the Organization’s Settings. As an Administrator, you can still access this page, but will not be able to make any changes to it unless you are also the billing owner.

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Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons

Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

Projects

Projects Lessons

Work with teammates

3 Minutes

Inbox

Inbox Lessons

Communicate even faster

3 Minutes

You can use tasks to track, collaborate on, and organize all your work.

Tasks can be to-dos, ideas, notes, or reminders.

Assign a task to yourself or a teammate.

Press Tab+M to quickly assign a task to yourself.

Add a due date so your deadline is clear.

Add instructions and expectations in the task description field.

Type @ to link to other tasks, people, conversations, or projects.

When you @mention someone, they’ll be added to your task as a follower.

Followers get notified when new comments or attachments are added.

Add anyone who needs to stay up to date on your task as a follower.

They can always unfollow to stop getting notifications on your task.

Add comments to ask questions or give followers updates.

Heart a comment to let followers know you’ve seen it.

Add relevant files or irrelevant GIFs as attachments.

You can also attach directly from Dropbox, Google Drive, or Box.

Create subtasks to break your task into smaller steps.

When you’ve added a subtask, press enter to add another.

Subtasks can contain all the same details as regular tasks.

Click the comment bubble to add comments or attachments to a subtask.

You can create tasks from any screen using your top bar.

Every Task has a unique URL to easily copy and share.

Congrats! Looks like you’re up to the task.

On to the next lesson!

Always know what to do next with My Tasks.

My Tasks is a list of every task assigned to you.

It makes managing your work simple.

Click on your My Tasks list and start typing to add tasks.

Like a text document, add a new line for each new task or paste in any list.

Forward to x@mail.asana.com to turn your emails into tasks

Asana will translate your email into a task, including your attachments.

New tasks will appear at the top of your list in New Tasks.

Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

Prioritize tasks as Today, Upcoming, or Later.

Click on the blue dot next to the task, to quickly sort it.

Mark the tasks you’ll have time for Today.

Teammates can view your My Tasks list to see what you’re up to.

They’ll only see tasks you’ve made public or shared in a project (more on projects later).

Mark tasks due within a week as Upcoming so you can see what will be due soon.

On its due date, your task will move from Upcoming to Today.

Just like magic.

Mark tasks due in more than a week for Later.

They’ll be out of your way until their due date approaches.

Your tasks will move from Later to Upcoming a week before they’re due.

Keep My Tasks prioritized to always know what to work on and what’s coming next.

Now you know how to track and plan your work!

Next, learn how to work with your team in Asana.

Work together on groups of tasks with projects.

Projects help you track and organize the steps in a process or initiative.

Like an event plan, product launch, or editorial calendar.

Like My Tasks, simply click and type to add tasks to your project.

If you have your steps in a document or email already, paste in that list.

Add tasks to your project from email.

View your project’s unique email address from the project dropdown menu.

Add your tasks to other related projects.

Tasks can be included in multiple projects.

Add sections to organize tasks in a list project.

Type : at the end of any task title to make it a section.

Or, add columns to organize tasks in a boards project.

Drag and drop tasks between or within columns to reorder.

Assign your tasks and set due dates.

Never miss a deadline with your project calendar.

Drag and drop tasks on your calendar to change their due dates.

Add everyone who needs to stay updated on your project as members.

Project members will get notified of new conversations, statuses, and tasks.

Post conversations to make announcements or start discussions.

Your post will be sent to all project members.

Use Progress to see how your project is moving forward.

Set a project status to update your team on how it’s going.

The Project Owner will be reminded to set a status once a week.

Open and organize projects from your sidebar.

Favorite projects to pin them to the top of your sidebar.

Click the star button on the left of your project name to favorite it.

Create new projects from any screen using your top bar.

Now you can move your projects forward with Asana.

Just one more lesson before you dive in.

Communicate and coordinate faster with Inbox.

Check Inbox to quickly read and respond to your latest updates.

Inbox will notify you when you have a task due…

and when teammates update tasks, conversations, and projects you follow.

Open and respond to updates without leaving Inbox.

Click an update and you’ll have all the context you need to respond.

Archive updates you’re ready to dismiss.

Click the X that appears on the right of an update to archive it.

Open Archive to move dismissed updates back to your Inbox.

Click the arrow that appears on the right of an archived update to move it back to Inbox.

Unfollow tasks or projects to stop recieving updates about them.

You ultimately have control over all the updates you receive (or choose not to receive 😉)

When you’re ready, you can turn Asana’s Email notifications off.

Most communication with your team can be more easily managed from Inbox. Just remember to check it often.

Congratulations! Now you’re ready to have a great work day with Asana.